RFP 27-23 Term Security Services.pdf

Roswell Park Comprehensive Cancer Center Elm and Carlton Streets Buffalo, NY 14263 www.roswellpark.org

REQUEST FOR PROPOSAL

RFP # 27-23

FOR

TERM CONTRACT FOR SECURITY SERVICES

DATE OF ISSUANCE: SEPTEMBER 9, 2026

BID RESPONSE DUE DATE AND TIME:

WEDNESDAY, SEPTEMBER 30, 2026 BY 02:00

P.M. EST

http://www.roswellpark.org/

RFP # 27-23 i

TABLE OF CONTENTS

SECTION I – GENERAL

SECTION II – SCOPE OF REQUEST

SECTION III – BID REQUIREMENTS

SECTION IV – BID RESPONSE EVALUATION

CRITERIA

SECTION V – POST AWARD CONTRACT EXECUTION

SECTION VI – EEO REQUIREMENTS

SECTION VII – RFP ATTACHMENTS

1. BID PROPOSAL FORM

2. NON-COLLUSION AFFIDAVIT

3. DISCLOSURE FORM

4. SAMPLE SERVICES AGREEMENT

5. ROSWELL PARK POLICIES

6. MWBE 100 – MWBE ENTERPRISE AND EEO POLICY

STATEMENT

7. MWBE 101 - STAFFING PLAN

RFP # 27-23 1

SECTION I – GENERAL

1.1 ABOUT ROSWELL PARK

Roswell Park Cancer Institute Corporation d/b/a Roswell Park Comprehensive Cancer Center (“Roswell Park”), located in Buffalo, New York, was founded in 1898 by Dr. Roswell Park, one of the nation’s preeminent surgeons. Roswell Park provides a comprehensive array of inpatient and outpatient cancer treatment services, as well as a wide variety of cancer research, education, and prevention activities, on a local, national, and international scale. From its inception, Roswell Park’s mission – to understand, prevent and cure cancer – has remained consistent with the vision of its founder.

Roswell Park is located on 29-acres in the heart of the 120-acre Buffalo Niagara Medical Campus. The Roswell Park campus encompasses 17 research, clinical, and administrative buildings with more than 2.2 million GSF. Satellite campuses can be found within the Greater Western New York region and include locations in Williamsville at 100 College Parkway and 203 Park Club Lane, Niagara Falls at 6934 Williams Road, and Depew at 6450 Transit Road. Roswell Park is a New York public benefit corporation that is partially funded by New York State (“NYS”).

1.2 SUMMARY OF REQUEST

Roswell Park is seeking bid responses, in accordance with the criteria set forth in Subsection 3.2 of this RFP (a “Bid Response” or “Bid Responses”, as applicable), from vendors (each a “Bidder” and collectively the “Bidders”, as applicable) who provide professional, licensed, unarmed Guard/Watchman for a variety of uses throughout the campus including patient monitoring and special event detail as further set forth in Section II of this RFP.

1.3 NOTICES OF INTENT TO BID

After downloading the RFP from the New York State (“NYS”) Contract Reporter, all companies planning to submit a Bid Response shall send an email stating their intent to bid to:

Robert Henschel at Robert.henschel@roswellpark.org.

1.4 PRE-BID MEETING

A virtual pre-bid meeting may be provided upon request. Contact Robert Henschel for further details. All questions during the meeting shall be submitted to Robert Henschel as indicated in Questions section below.

RFP # 27-23 2

1.5 QUESTIONS

Roswell Park will accept questions from Bidders regarding this RFP until Monday, September 21, 2026 at 12:00 p.m. EST. Questions must be submitted via email to: Robert Henschel at Robert.henschel@roswellpark.org. Bidders must reference the RFP number and title in the subject line of the email. As part of Roswell Park’s response to Bidders’ questions, ALL Bidders’ questions and the associated answers will be shared collectively with all Bidders.

1.6 ADDENDA

If it becomes necessary to clarify and/or modify any portions of this RFP, as determined by Roswell Park, in its sole discretion, then Roswell Park shall issue individually numbered addenda to the Bidders which shall contain such clarifications and/or modifications (individually an “Addendum” and collectively “Addenda”). All such Addenda shall be listed in the Bidders’ bid proposals, which are described in greater detail in Subsection 3.2 of this RFP (a “Bid Proposal” or “Bid Proposals”, as applicable), in the area indicated (see Section VII of this RFP for a list of attachments).

1.7 VALIDITY OF BID RESPONSES

Bidders’ Bid Responses shall remain open and valid for a period of at least one hundred eighty (180) days from the due date of the Bid Responses as indicated in this RFP (the “Proposal Validity Period”). During the Proposal Validity Period, the price quoted and the proposed offering in each Bid Response must remain unchanged unless otherwise directed, in writing, by Roswell Park. If a Bidder is selected as a successful Bidder by Roswell Park (a “Successful Bidder” or “Successful Bidder(s)”, as applicable) and awarded a resultant agreement by Roswell Park (a “Resultant Agreement” or “Resultant Agreement(s)”, as applicable) within the Proposal Validity Period, then, once accepted, the price quoted and the proposed offering of each such Successful Bidder must remain unchanged and in effect as stated in the Resultant Agreement(s).

1.8 TERM

The term of the Resultant Agreement(s) will be for a three-year initial term (the “Term”) which shall automatically renew for three (3) successive one (1) year renewal terms unless written notice of nonrenewal by Roswell Park is given at least thirty (30) days prior to the expiration of the Term.

RFP # 27-23 3

1.9 PROCUREMENT LOBBYING

Pursuant to Chapter 1 of the State Finance Laws of 2005, as amended by Chapter 596 of the Laws of 2005, as of the date this RFP is issued by Roswell Park (as stated on the cover page of this RFP), any direct and/or indirect contacts, communications, lobbying, and/or other attempts of any kind by any Bidder in an effort to influence the RFP award process are prohibited by NYS law.

1.10 RESTRICTIONS ON CONTACTS DURING THE

PROCUREMENT PROCESS

Pursuant to State Finance Law §139-j, as amended by Chapters 56 and 395 of the Laws of 2006, Chapter 501 of the Laws of 2007, Chapter 169 of the Laws of 2009 and Chapter 4 of the Laws of 2010, this RFP includes and imposes certain restrictions on communications between Roswell Park and any Bidder during the procurement process. All Bidders are restricted from making contacts from the earliest notice of this RFP through the final award and approval of the Resultant Agreement(s) by Roswell Park to any other person at Roswell Park other than Robert Henschel, Strategic Sourcing, unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a). Please refer to the following link for further information regarding these requirements, including penalties that may be imposed on any Bidder for violation thereof: https://ogs.ny.gov/acpl

1.11 EQUAL OPPORTUNITIES PURSUANT TO NYS

EXECUTIVE LAW ARTICLE 15-A AND 5 NYCRR PARTS 142-

Roswell Park is required to implement the provisions of NYS Executive Law Article 15- A and 5 NYCRR Parts 142-144 regarding equal employment opportunities (“EEO”) for minority group members and women (collectively the “M/WBE Regulations”) for all contracts. Each such Bidder and Successful Bidder shall comply with the requirements set forth in Section VI of this RFP, and shall complete the documentation set forth in Subsection 3.2 of this RFP which shall be included as part of each such Bidder’s Bid Response.

RFP # 27-23 4

SECTION II – SCOPE OF REQUEST

2.1 SUMMARY

Roswell Park is soliciting competitive proposals from qualified Bidders to provide as-needed security services (“Services”) on campus. All eligible Bidders must meet or exceed the requirements contained herein. Response to this RFP, alone, does not guarantee the Bidder(s) will be awarded the contract described herein. After contract award, the Successful Bidder(s), hereinafter, “Term Contractor”, shall provide Services in compliance with Roswell Park requirements, industry standards, and all federal, state and local laws, ordinances and regulations.

As a result of this RFP, Roswell Park may elect to award multiple zero-dollar term contracts to multiple Term Contractors to provide Services. The Term Contractors will sign a Resultant Agreement for a three (3) year initial term (the “Term”) which shall automatically renew for three (3), successive one (1) year renewal terms unless written notice of nonrenewal by Roswell Park is given at least thirty (30) days prior to the expiration of the Term.

Roswell Park will request Services on an assignment-by-assignment basis when Roswell Park is short of staff, or when additional staff—above and beyond Roswell Park staff—are required. The requirements will be driven by Roswell Park staff vacancies, exigent patient safety issues, expanded special events (see 2.2.2.C below), and other situations that cannot be predicted.

Therefore, these assignments will vary in time, staffing levels, duration, and scope, based on operational needs. Work Authorization/Purchase Order will be issued to the Term Contractor(s) as an authorization to proceed with the defined assignment. The volume, type, and complexity of future assignments is unknown, and Roswell Park cannot commit a minimum or balance of work between the Term Contractors or a minimum amount to any Term Contractor. Roswell Park’s anticipated yearly expenditure through the combined use of these contracts is between $50,000 and $100,000.

2.2 SCOPE OF WORK

2.2.1 GENERAL

A. The Term Contractor(s) shall be able to provide Guard/Watchman twenty-four

(24) hours a day, seven (7) days a week.

B. Guard/Watchman shall not carry weapons of any sort while providing Services to Roswell Park, even if otherwise permitted by law.

C. Guard/Watchman shall observe and report irregularities in support of Roswell Park staff, patients, and visitors. All irregular activity shall be reported to Roswell Park’s Division of Public Safety via a Roswell Park-provided radio. All issues/incidents must be reported to Public Safety immediately and if necessary, follow-up paperwork shall be completed.

D. Guard/Watchman shall provide assistance, directions, answer questions and otherwise serve as a central or visible source of information for employees, customers, visitors and vendors.

RFP # 27-23 5

E. A majority of the duties will necessitate walking, but occasionally stationary duties may be required.

2.2.2 ASSIGNMENT DUTIES

A. Guard/Watchman may perform any other duties or functions not specifically outlined or set forth below, but which are identified as falling within the scope and realm of a Guard/Watchman’s responsibilities at Roswell Park’s need and discretion.

B. Guard/Watchman may perform the following duties:

1. Special event security support

2. Complete reports

3. Patient/visitor screening

4. Visitor check-in

5. Package checks

6. Identification checks

7. After-hours visitor sheets

8. No smoking enforcement

9. Safety inspection notices

10. Atrium post

11. Fixed posts

12. Traffic circle details

13. Traffic control

14. Crossing Guard

15. Concierge duties

16. Wheelchair assistance

17. Special event setup and management support

18. Snow removal (exits)

19. Salting at exits

20. Collaboration with the Nurse Administrator/Supervisor

21. Vehicle inspections

22. Safe patient administration (keys & combination)

23. Other related services as needed

C. Special Events

1. The below table is a representative sample of the yearly special events that occur on Roswell Park’s main campus.

2. When requesting Services for special events, Roswell Park will define to the

Term Contractor(s) the requirements of the specific Work Authorization.

3. Events included in the table below may require Guard/Watchmen Services for the execution of Services. Work hours for these events may be two to four hour shifts based on the size, time and nature of the event.

4. Roswell Park reserves the right to modify the event schedule, work hour durations and staffing needs as operations dictate.

5. Table 1 – Special Event Preliminary Schedule

RFP # 27-23 6

EVENT MONTH

Ride for Roswell Launch Meeting January

UB Grad School January UB Center for Leadership Class April

D'Youville Nurses Pinning Ceremony May Patient Remembrance Service May

Skin Screening May UB Honors Graduation May

Buffalo Urban League Scholarship Ceremony June Education and Career Fair June

Health Sciences Charter School Graduation June Nursing Open House June

Ride for Roswell Peloton June Survivor Retreat Day June

Teens Living with Cancer Pre-Prom Party June UB Student Clinician Ceremony June

Market in the Park June-Sept Empire State Ride July

Walk of Life Dedication Ceremony July Patrick P. Lee Endowment Reception July

Free Skin Screening August BNMC Summer Block Party August

Cruise Against Cancer August Junior Robotic Surgery Challenge August

Employee Appreciation Day September Cruisin' for a Cure September

Kevin Guest House Oktoberfest September Nursing Open House October

Patient Remembrance Service October Pediatric Remembrance Service October Pharmacy Oncology Symposium October

Clinical Oncology - Year in Review November Herd of Hope Check Presentation December

Holiday Bazaar December Tree of Hope December

2.3 FIRM QUALIFICATIONS

2.3.1 The Bidder shall compile and present to Roswell Park their ability to meet the following minimum qualifications in order to execute the Services defined in this RFP.

A. Be licensed by New York State as watch, guard, or patrol agency.

B. Have at least three years of consecutive experience in the security guard/screening industry.

RFP # 27-23 7

2.4 PERSONNEL QUALIFICATIONS

2.4.1 The Bidder shall compile and present to Roswell Park their ability to meet the following minimum qualifications in order to execute the Services defined in this RFP.

A. Provide an Account Manager/Supervisor with minimum 5-7 years’ experience specific to security services. Available quarterly for on-site account review with Public Safety.

B. Provide Guard/Watchman who are unarmed, licensed, and trained in accordance with the requirements of New York State Guard Licensing including:

1. Initial Training Requirements:

i. 8 Hour Pre-Assignment Training

ii. 16 Hour On-The-Job Training (OJT)

2.5 FIRM REQUIREMENTS

2.5.1 ACCOUNT MANAGER/SUPERVISOR

A. The Bidder shall designate an Account Manager/Supervisor who shall coordinate all issues relating to this contract, staffing, performance, etc., and will be the point of contact for Roswell Park. The Bidder shall not replace the Account Manager/Supervisor unless prior written notice is given to and approved by Roswell Park.

B. The Account Manager/Supervisor shall provide an on-call number which can be contacted twenty-four (24) hours a day, seven (7) days a week.

C. The Account Manager/Supervisor shall be responsible for the staffing, supervision of Guard/Watchman, documentation, invoicing, and other requirements detailed in this RFP.

2.5.2 GUARD/WATCHMAN

A. The Bidder shall maintain a reserve of immediately available alternates in the event a scheduled individual, because of illness or other reason, becomes unavailable to perform the functions of the position, so that no position is ever uncovered.

B. The Bidder shall ensure that Guard/Watchman have normal concern for their own physical safety and shall take reasonable precautions not to place themselves in situations that would encourage violence or jeopardize the safety of other persons in the area.

C. The Bidder shall immediately transfer/remove security personnel from the account at Roswell Park’s request. This includes the assigned Account Manager representing the Bidder. Roswell Park reserves the unrestricted right to accept or reject any Bidder employee at any time, with or without cause, at the sole and absolute discretion of Public Safety. Should Public Safety require that a Bidder employee be removed, the employee will be removed from campus immediately and a replacement identified. There shall be no additional cost to Roswell Park for the removal and replacement of a Bidder employee.

RFP # 27-23 8

2.5.3 DOCUMENTATION

A. The Bidder will establish and maintain complete and accurate books, records, documents, accounts, and other evidence directly pertinent to the performance of this request. The records must be kept for the balance of the calendar year in which they were made, and for six (6) additional years thereafter at a mutually agreeable and reasonable location within New York State. The Bidder shall make all records available for inspection by Roswell Park or designated account

B. The Bidder shall maintain a personnel file for each Guard/Watchman containing, at a minimum, the following information/documentation:

1. Documentation regarding the Guard/Watchman’s licensing, special education, and training.

2. Documentation regarding the Guard/Watchman’s health history and current health status.

3. The Guard/Watchman’s date of employment and orientation.

4. The Guard/Watchman’s performance evaluations.

5. Verification of the Guard/Watchman’s compliance and work authority.

6. Verification of the Guard/Watchman’s criminal background check and drug testing.

2.5.4. TIME OF PERFORMANCE

A. Roswell Park cannot guarantee the number of hours, times or assignment to any of the Term Contractors.

B. Term Contractor(s), generally, will be requested by Roswell Park 24 to 48 hours’ prior to needing Services.

C. Roswell Park shall reimburse the Term Contractor for assignments executed by multiplying the number of Productive Hours by the latest New York State Article 9 Prevailing Wage Rate for Erie County inclusive of supplemental benefits (“Prevailing Wage Rate”) by the Term Contractor’s proposed Markup.

1. PRODUCTIVE HOURS – The time in between check-in and check-out.

2. PREVAILING WAGE RATE - Article 9, Security Guard (unarmed) /

Watchman.

3. MARKUP – Markup shall include transportation of workers, material acquisition, handling and delivery, or for movement of Term Contractor owned or rented equipment. Markup shall also include home office overhead, general and administrative overhead and billing, taxes, insurance, profit, travel and communications costs, the cost of equipment and tools, uniforms, drug testing, background checks, and all other costs for which the Term Contractor anticipates compensation.

D. When arriving on campus or to an event, the Guard/Watchman shall check-in with Public Safety prior to beginning any work and shall do the same prior to leaving campus. At this time, they will be directed by the Special Police Captain or the Officer In Charge as to their assignment. If Guard/Watchman fail to check-in or check-out, the Officer In Charge will determine the Productive Hours.

E. ASSIGNMENT - Roswell Park may request Services of the Term Contractors based on availability of staff, stated ability to fulfill assignments, and history of successfully completed assignments.

RFP # 27-23 9

F. OVERTIME - Roswell Park will not pay any overtime rates under this Agreement or any Work Authorization or assignment. Term Contractors will be responsible for scheduling Guard/Watchman so that any scheduled time does not exceed the parameters identified in the prevailing wage schedule for which overtime time pay is required. Should the Term Contractor schedule a Watchman to perform Services and the scheduled time (or any portion thereof) requires the payment of overtime to such Watchman pursuant to the prevailing wage schedule, the Term Contractor shall only bill Roswell Park the standard prevailing wage rate per hour for the productive hours actually worked by such Watchman. However, the Term Contractor is still required to pay the Watchman such overtime pay rates as required in Prevailing Wage Schedule.

G. SHIFT WORK - Guard/Watchman shall not work longer than a twelve (12) hour shift without at least an eight (8) hour break and shall not work more than twelve

(12) hours in any twenty-four (24) hour period.

H. UNPAID LUNCH - During shifts of six (6) hours or more, Guard/Watchman are required to schedule one (1) unpaid thirty (30)-minute lunch period. The lunch periods may be at a fixed time or may vary each day, subject to the needs of the assignment and supervisory approval.

I. PAID BREAKS - During shifts of six (6) hours or more, Guard/Watchman may take up to two (2) paid breaks, up to fifteen (15) minutes each, at the discretion of the supervisor.

2.5.5 PREVAILING WAGE RATES

A. The Bidder must pay at least the Prevailing Wage Rate pay or provide the prevailing supplements, including the premium rates for overtime pay, as determined by the State Labor Department in accordance with the Labor Law.

2.6 PERSONNEL REQUIREMENTS

2.6.1 CRIMINAL BACKGROUND CHECKS

A. Prior to the Guard/Watchman arriving for duty, the Bidder will, at its sole cost and expense, have performed a criminal background within the last year.

Criminal background checks shall be performed on the following databases:

B. General Services Administration (GSA) list of parties excluded from federal programs (available on-line at: http://sam.gov), C. Health and Human Services/Office of Inspector General list of excluded individuals/entities (available online at: http://exclusions.oig.hhs.gov/), and

D. New York State Office of the Medicaid Inspector General’s (“OMIG”) List of Restricted, Terminated or Excluded Individuals or Entities (available online at:

https://omig.ny.gov/medicaid-fraud/medicaid-exclusions).

E. If requested by Roswell Park, the Bidder shall provide full and complete copies of the background check results to Roswell Park for any Guard/Watchman. Roswell Park shall be informed if the background check reveals findings of misdemeanor and/or felony convictions. Roswell Park reserves the right to decline the assignment of any Guard/Watchman for any reason at any time.

http://sam.gov/ http://exclusions.oig.hhs.gov/ https://omig.ny.gov/medicaid-fraud/medicaid-exclusions

RFP # 27-23 10

2.6.2 DRUG TESTING

A. Prior to the Guard/Watchman arriving for duty, the Bidder shall, at its sole cost and expense, have performed drug testing (including periodic and random testing) within the last year on each such Guard/Watchman. Such drug tests shall conform to the standards set forth by the National Institute of Drug Abuse.

B. If requested by Roswell Park, the Bidder shall provide and complete copies of all drug test results to Roswell Park for any Guard/Watchman.

C. Roswell Park reserves the right to decline the assignment of and/or immediately terminate any Guard/Watchman based on a failed drug test of each such Guard/Watchman.

2.6.3 GUARD/WATCHMAN IDENTIFICATION

A. All Guard/Watchman must attend and complete Roswell Park’s Contractor

Training and obtain a Roswell Park issued ID badge to be worn at all times while on campus. The Roswell Park-issued identification badge cost is $25.00 payable in cash.

B. Guard/Watchman will wear company-provided uniforms while working on the Roswell Park campus. Guard/Watchman appearance shall at all times conform to reasonable business standards; reasonable to be determined at the sole and absolute discretion of Roswell Park. Hair must be clean and neatly groomed.

Brands, body piercings, and other body art shall not be visible while working at Roswell Park.

C. All Guard/Watchman onsite at the Roswell Park campus shall carry their official, up to date Security Guard Registration Card.

2.6.4 GUARD/WATCHMAN BEHAVIOR

A. All Guard/Watchman are to be professional and courteous at all times with sensitivity to the needs of Roswell Park staff, patients, and families in accordance with the attached Roswell Park policies, procedures, and conditions for continued service of this contract. Customer service skills of the onsite staff are particularly important, as the staff will be interacting with Roswell Park’s patients, families, and visitors on a firsthand basis. Attached Roswell Park policies and procedures.

1. Requirements of Joint Commission (JC)

2. Requirements of The Centers of Medicare and Medicaid Services

3. Requirements of the Occupational Safety and Health Act (OSHA)

4. Laws, statutes, policies, procedures, requirements, etc. not listed that apply of the Services that would be reasonably understood by a professional practicing in the industry

B. The Bidder’s employees shall, within their first thirty (30) days of service, attend customer service training provided by Roswell Park.

RFP # 27-23 11

2.6.5 ROSWELL PARK POLICIES

A. All Watchman shall adhere to the latest Roswell Park policies and any other

Federal, State or County regulations.

1. Current relevant policies are attached to this RFP. Additional or updated policies will be provided to the Successful Bidder upon request.

RFP # 27-23 12

SECTION III – BID REQUIREMENTS

3.1 GENERAL STATEMENTS AND REPRESENTATIONS

3.1.1 ROSWELL PARK’S RIGHTS

This solicitation is a request for proposal and does not constitute an offer by

Roswell Park. Roswell Park reserves the right, in its sole discretion, to: (i) award a Resultant Agreement to a single Bidder, to multiple Bidders, or to not award a Resultant Agreement at all;

(ii) reject any or all Bid Responses; (iii) award only a portion of the RFP to any Bidder; (iv) adjust and/or correct any arithmetical error in any Bid Proposal following notification to the Bidder; (v) waive minor irregularities in any Bid Response following notification to the Bidder; (vi) adopt, as Roswell Park property, all submitted Bid Responses and corresponding attachments, and to use any portions thereof which are not specifically noted as proprietary by the Bidder; (vii) change any portion of this RFP following issuance of an Addendum to the Bidders; (viii) cancel and/or limit the scope of this RFP; (ix) consider and accept modifications in any Bid Response at any time before the RFP award is made, if such action is in the best interest of Roswell Park, as determined by Roswell Park, in its sole discretion; (x) negotiate with any Bidder to serve the best interests of Roswell Park; and/or (xi) award a Resultant Agreement to any Bidder based on Roswell Park’s RFP evaluation criteria listed in Section IV of this RFP, and not simply based on lowest bid.

3.1.2 COSTS TO PREPARE BID RESPONSES

Roswell Park is not responsible, and will not reimburse any Bidder, for any costs incurred by any Bidder in preparing and/or submitting a Bid Response, in making any presentation(s) to Roswell Park in relation to a Bid Response, in providing any demonstration(s) to Roswell Park in relation to a Bid Response, and/or in performing any other activities relative to this RFP prior to award of a Resultant Agreement. Furthermore, unless otherwise specified in writing by Roswell Park, Roswell Park is not liable for any costs incurred by a Successful Bidder(s) following award of the RFP until a Resultant Agreement is fully executed, and all required approvals have been obtained by such Successful Bidder.

3.1.3 DISCREPANCIES

The Bidders are responsible for bringing discrepancies found in this RFP to the attention of Roswell Park.

3.1.4 CERTIFICATE OF INSURANCE

Upon notification of award from Roswell Park, the Successful Bidder(s) shall provide a certificate of insurance evidencing its compliance with the insurance requirements outlined in the sample “Services Agreement” which is attached to this RFP (the “Sample Agreement”) (see Section VII of this RFP for a list of attachments). If any Bidder is unable to meet any of the insurance requirements, then such Bidder shall detail any such non-compliance, in the form of redlines within the Sample Agreement, as further indicated in Subsection 3.2.8 of this RFP.

RFP # 27-23 13

3.1.5 AUDITED FINANCIAL STATEMENTS

If the value of any Bidder’s Bid Response and Resultant Agreement, if awarded by

Roswell Park, will exceed $1,000,000.00, then each such Bidder’s Bid Response shall include its audited financial statement, approved/certified by a certified public accountant. The audited financial statement shall not be dated more than ninety (90) days prior to the date of receipt by Roswell Park. If the audited financial statement was issued more than ninety (90) days prior to the date of receipt by Roswell Park, then such Bidder must submit its most recent audited financial statement and its most recent unaudited quarterly financial statement. The unaudited quarterly financial statement must show such Bidder’s current assets and liabilities. All audited financial statements will be presented in accordance with generally accepted accounting principles.

3.1.6 FINAL AWARD

Final Award would be contingent upon both parties reaching an agreement and/or terms and conditions.

3.2 CONTENT AND FORMAT OF BID RESPONSES

Each Bidder’s bid response must be tabulated and organized by the following sections to demonstrate the services they are able to provide to Roswell Park. Within each tab, the Bidder shall specifically respond and provide documentation to represent their response to the indicated requirements. (Such supplemental documentation shall not include any terms and conditions or marketing material)

1.0 Cover Letter. The Bidder shall submit a signed transmittal letter expressing interest in contracting with Roswell Park for the services indicated and its understanding of the scope of services to be provided. The cover letter shall not exceed three (3) pages and shall name one individual as the primary contact person with Roswell Park who will be authorized to represent the organization.

2.0 Bidder’s Experience. The Bidder shall provide information regarding the organization’s experience in providing security services to other organizations. The following information shall be included:

A. Other city, state, federal government agencies or health care facilities previously and/or currently under contract with your firm.

B. Current New York state license as watch, guard or patrol agency.

C. List of customers that Bidder has provided at least 3 years of consecutive service.

D. List of active customers to which the Bidder is currently providing regular service to, and the level of regular service and number of guards/watchmen provided (i.e.

1 guard/watchman weekdays for 8 hours).

3.0 Staff Experience. The Bidder shall provide the following items:

A. Resume for Account Manager.

B. Current organizational chart.

RFP # 27-23 14

4.0 Additional Information. The Bidder shall provide the following items:

A. Detailed explanation of the process by which routine assignment calls from Roswell

Park are received, managed, and Guard/Watchman dispatched by the Bidder.

B. Detailed explanation of the process by which after-hours and emergency assignment calls from Roswell Park are received, managed, and Guard/Watchman dispatched by the Bidder.

C. Acknowledgement of requirements detailed in Section II.

D. Sample of invoice.

E. Sample of Service Report detailed in Section II.

5.0 Bid Proposal. Each Bidder’s Bid Response shall include a signed, completed Bid

Proposal, which must be submitted on the “Bid Proposal Form”, a copy of which is attached to this RFP (see Section VII of this RFP for a list of attachments). All Bid Proposals shall be complete and all-inclusive.

6.0 Non-Collusion Affidavit. Each Bidder’s Bid Response shall include a signed, completed “Non-Collusion Affidavit”, a copy of which is attached to this RFP (see Section VII of this RFP for a list of attachments).

7.0 Disclosure Form. Each Bidder’s Bid Response shall include a signed, completed “Disclosure Form”, a copy of which is attached to this RFP (see Section VII of this RFP for a list of attachments).

8.0 EEO Documentation. Each Bidder’s Bid Response shall include a signed, completed “M/WBE 100 – Policy Statement” and “M/WBE 101 – Staffing Plan”, a copy of which is attached to this RFP (see Section VII of this RFP for a list of attachments).

9.0 Exceptions. Roswell Park will not accept Bidder’s agreement and/or terms and conditions in lieu of Roswell Park’s Resultant Agreement. If any Bidder has any exceptions to the Sample Agreement, then such exceptions shall be submitted in the form of redlined changes within each applicable document, and included as part of each Bidder’s Bid Response. Any and all exceptions must be included as part of each Bidder’s Bid Response. If any Bidder does not include its exceptions as part of its Bid Response, then each such Bidder shall be deemed to have accepted the terms of the Resultant Agreement, if awarded by Roswell Park. Roswell Park will not negotiate changes to any Resultant Agreement if such proposed changes were not included as part of the applicable Successful Bidder’s Bid Response.

IF ANY BIDDER SUBMITS EXCEPTIONS THAT ARE INTENDED TO LIMIT

THE BIDDER’S LIABILITY IN ANY WAY UNDER THE RESULTANT AGREEMENT,

THEN ROSWELL PARK MAY, IN ITS SOLE DISCRETION, REJECT THE BIDDER’S BID

RESPONSE. IF THIS RFP IS FOR THE PROCUREMENT OF ANY PRODUCT AND/OR

SERVICE TO BE USED AND/OR PERFORMED IN ANY CLINICAL SETTING AT

ROSWELL PARK, THEN ROSWELL PARK WILL NOT ALLOW ANY BIDDER TO LIMIT

ITS LIABILITY UNDER THE RESULTANT AGREEMENT. FURTHERMORE, ROSWELL

PARK RESERVES THE RIGHT TO NEGOTIATE AND/OR REJECT ANY PROPOSED

CHANGES SUBMITTED BY ANY BIDDER.

RFP # 27-23 15

3.3 BID RESPONSE SUBMISSION REQUIREMENTS

3.3.1 BID RESPONSE DUE DATE AND TIME

Sealed Bid Responses must be submitted by the Bidders to Roswell Park no later than Wednesday, September 30, 2026 by 02:00 p.m. EST.

3.3.2 NUMBER AND FORMAT OF COPIES

The Bidders must submit one (1) copy of their Bid Responses electronically, via email.

3.3.3 BID RESPONSE SUBMISSION ADDRESS

The Bidders may also submit their Bid Responses to Roswell Park either by mail, courier service, or hand delivery as follows:

If By Mail/Courier Service If By Hand Delivery

Roswell Park Cancer Institute Elm and Carlton Streets

Buffalo, NY 14263 Attention: Robert Henschel, Strategic

Sourcing

Roswell Park Cancer Institute Purchasing Department

Cell and Virus Building, 5th Floor, Room 536 141 High Street

Buffalo, NY 14263 Attention: Robert Henschel, Strategic Sourcing

3.3.4 BID RESPONSE LABELS

Each Bidder’s Bid Response envelope and, if mailed, shipping package, shall be clearly marked as follows:

SEALED BID RESPONSE

RFP # 27-23

TERM CONTRACT FOR SECURITY SERVICES

DO NOT OPEN UNTIL WEDNESDAY, SEPTEMBER

30, 2026 AT 02:00 P.M. EST

3.3.5 LATE BID RESPONSES

Late Bid Responses will not be opened and/or evaluated by Roswell Park. Each Bidder is responsible for assuring that its Bid Response is received by Roswell Park by the due date and time indicated in this RFP.

RFP # 27-23 16

SECTION IV – BID RESPONSE EVALUATION

CRITERIA

4.1 EVALUATION CRITERIA

All Bid Responses received by Roswell Park will be reviewed and evaluated by a committee of Roswell Park personnel. The committee will recommend the award be made to the Bidder(s) whose Bid Response(s) receive(s) the highest overall evaluation score based on the criteria listed in the following table (Roswell Park reserves the right to place such weight on each of such factors as it deems appropriate, in its sole discretion):

Evaluation Criteria Weight Financial (proposed pricing, rates, fees, expenses) 50% NYS Vendor 3% Small Business Enterprise (SBE) 2% Bidder’s qualification, experience, and references 20% Ability to meet all of Roswell Park’s requested needs 20% Overall Bid Response (completeness, content, etc.) 5%

4.2 EVALUATION INTERVIEW

After evaluation of the RFP responses, it may be necessary to complete a Phase II evaluation consisting of presentations, interviews, etc.

RFP # 27-23 17

SECTION V – POST AWARD CONTRACT

EXECUTION

5.1 COMMENCEMENT OF SERVICES

Roswell Park will engage the Term Contractor in project-specific Purchase Order based on their need. Roswell Park will define the hours and task assignments per each Purchase Order.

The Term Contractor will receive a Roswell Park Purchase Order which will multiply the specified hours by the prevailing wage rate and markup to define the value of the Work Authorization.

Purchase Orders with expected value under $24,999 may be solicited with a formal request from a single Term Contractor. For Purchase Orders with an expected value between $25,000 and $249,999, Roswell Park may issue a formal request to multiple Term Contractors.

Purchase Orders with an expected value in excess of $250,000 may, at Roswell Park’s discretion, be handled by a separate RFP for services.

In response to Roswell Park’s verbal or written project-specific request, the Term Contractor shall submit a completed quote or Work Authorization form, an example of which is included within the sample Agreement (see Section VII for attachments). Each specific quote or Work Authorization shall detail the scope of work, cost, schedule and project team. For the above referenced project-specific request, Roswell Park may evaluate proposals submitted by Term Contractors using the below evaluation criteria.

Project-Specific Evaluation Criteria (Table 1) Weight Financial (proposed pricing, rates, fees, expenses) TBD% Local and NYS vendor TBD% NYS SBE (small business enterprise) Certified Firm TBD% Bidder’s qualification, experience, and references TBD% Ability to meet all of Roswell Park’s requested needs TBD% Overall Bid Response (completeness, content, etc.) TBD%

As a result of the project-specific request, the successful Term Contractor will receive a Roswell Park Purchase Order which shall be considered the Term Contractor’s authorization to commence performance of the specified Services. The terms, conditions, and requirements of this Agreement shall apply to all quotes or Work Authorizations unless otherwise noted by Roswell Park in the specified request.

The Term Contractor shall complete any and all Purchase Order(s) under this Agreement even though Work performed under said Purchase Order(s) may extend past the end date of the term of this Agreement.

RFP # 27-23 18

5.2 INVOICING AND PAYMENT

5.2.1 The Term Contractor shall submit approvable monthly invoices, no later than fifteen

(15) days after the month end to Roswell Park. Approvable invoices shall include all mandated New York State requirements as well as the Roswell Park Purchase Order number, workforce utilization reports, lien release, and reimbursables backup documentation when applicable.

Invoices shall be submitted to the designated Roswell Park Project Manager.

A. RPCI fiscal year runs April 1 to March 31. Invoices for work completed in one fiscal year shall be submitted as in 5.2.1 but no later than one week prior to the end of the fiscal year.

5.2.1 The Term Contractors shall provide a sample copy of their standard invoice form to be reviewed by Roswell Park. Invoices shall convey the project cost broken down using industry standard methods including separate line items for materials and labor.

5.2.2 Approvable invoices will be processed according to the New York State Law.

Roswell Park is exempt from all state of New York sales and use taxes.

5.3 CONTRACT RATE INCREASES

5.3.1 Annually, the Term Contractor shall adjust their Billable Service Hourly Rate(s) based on the most recent increase in the Prevailing Wage Rate submitted by the Bidder. These annual adjustments must be submitted to Roswell Park for approval at least thirty (30) days before the anniversary of the Resultant Agreement.

5.3.2 Shall Roswell Park and the Term Contractor elect to extend the Resultant Agreement into the additional potential three (3) one (1) year extensions (years 4, 5 and 6), the Term Contractor may increase the Markup on the Billable Service Hourly Rate(s) for each respective Renewal Term in accordance with the Consumer Price Index for All Urban Consumers (CPI-U) All Items, not to exceed 5% but not less than 3%. The period of measure for determining CPI-U will be the previous 12 months ending the contract amendment year. Annual adjustments shall be provided to Roswell Park for approval no less than thirty (30 days) prior to the commencement of the applicable Renewal Term, for review by Roswell Park.

RFP # 27-23 19

SECTION VI – EEO REQUIREMENTS

6.1 EEO REQUIREMENTS OVERVIEW

The Successful Bidder(s) and its subcontractors (each a “Subcontractor”) agree to, in addition to any other non-discrimination provisions set forth in the Resultant Agreement, and at no additional cost to Roswell Park, fully comply and cooperate with Roswell Park in the implementation of the EEO Requirements. These provisions will be deemed supplementary to, and not in lieu of, the non-discrimination provisions required by NYS Executive Law Article 15 (the “Human Rights Law”) and/or any other applicable Federal, State, and local statutory and/or constitutional non-discrimination laws.

The Successful Bidder(s) and its Subcontractors shall: (i) comply with the provisions of the Human Rights Law, and all other Federal, State, and local statutory and constitutional non-discrimination provisions; (ii) not discriminate against any employee and/or applicant for employment because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status; and (iii) follow the requirements of the Human Rights Law with regard to non-discrimination on the basis of prior criminal conviction and prior arrest.

Separate EEO forms, plans, reports, etc., as indicated in this Section VI, must be completed as instructed. Failure by any Bidder to comply with this Section VI may result in such Bidder being found non-responsive, as determined by Roswell Park, in its sole discretion. Failure by any Successful Bidder and/or Subcontractor to comply with the requirements set forth in this Section VI will be considered a breach of contract, and may lead to the withholding of funds.

Notwithstanding any language to the contrary, the provisions set forth in this Section VI must be incorporated into the Resultant Agreement. In addition, the Successful Bidder(s) will include the provisions set forth in this Section VI in every subcontract related to the Resultant Agreement in such a manner that the requirements in this Section VI will be binding upon each Subcontractor in connection with the Resultant Agreement.

6.2 EEO REQUIREMENTS

The Successful Bidder(s) and its/their subcontractor(s) shall undertake or continue existing EEO programs to ensure that minority group members and women are afforded equal employment opportunities without discrimination because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status. For these purposes, EEO shall apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, and termination, as well as rates of pay or other forms of compensation.

RFP # 27-23 20

To ensure compliance with the requirements set forth herein, the Bidders, and any of their proposed subcontractors, shall submit an EEO policy statement as part of their Bid Responses.

The Bidders’ EEO policy statements shall include the following:

1. A written statement that the Bidder will: (i) not discriminate against any employee or applicant for employment because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status; (ii) undertake or continue existing EEO programs to ensure that minority group members and women are afforded equal employment opportunities without discrimination; and (iii) make and document its conscientious and active efforts to employ and utilize minority group members and women in its work force.

2. A written statement that the Bidder will state in all solicitations and advertisements for employees that, in the performance of the Resultant Agreement, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status.

3. A written statement from each employment agency, labor union, and/or authorized representative of workers with which it has collective bargaining agreements and/or other similar agreements and/or understandings, that such employment agency, labor union, and/or authorized representative will not discriminate on the basis of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status, and that such employment agency, labor union, and/or authorized representative of workers will affirmatively cooperate in the implementation of the Bidder’s obligations herein.

If any Bidder does not have an existing EEO policy statement and/or prefers to use the one

Roswell Park has supplied with this RFP, then each such Bidder may adopt the model statement “EEO Policy Statement” which is attached to this RFP (see Section VII of this RFP for a list of attachments).

6.3 EEO STAFFING

To ensure compliance with the M/WBE Regulations, the Bidders, and any of their proposed subcontractors, shall complete and submit the “EEO Staffing Plan” which is attached to this RFP (see Section VII of this RFP for a list of attachments).

RFP # 27-23 21

The Successful Bidder(s) and its/their subcontractor(s) shall comply with the provisions of the Human Rights Law, and all other Federal, State, and local statutory and constitutional non-discrimination provisions. The Successful Bidder(s) and its/their subcontractor(s) shall not discriminate against any employee and/or applicant for employment because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status, and shall also follow the requirements of the Human Rights Law with regard to non-discrimination on the basis of prior criminal conviction and prior arrest.

6.4 QUARTERLY COMPLIANCE REPORTS

The Successful Bidder(s) will be required to submit the following quarterly report(s) to Roswell Park by the 10th day following each end of quarter throughout the term of the Resultant Agreement(s):

1. Workforce employment utilization report(s) detailing updates made to the Successful Bidder(s)’ and/or its subcontractor(s)’ EEO Staffing Plan(s), and information regarding the actual workforce utilized in the performance of the Resultant Agreement(s) (s) by the specified categories listed including ethnic background, gender, and Federal occupational categories. In limited instances, a Successful Bidder and/or its subcontractor(s)’ may not be able to separate out the workforce utilized in the performance of its Resultant Agreement from its and/or its subcontractor(s)’ total workforce. When a separation can be made, the Successful Bidder(s) shall submit to Roswell Park the required workforce employment utilization report and indicate that the information provided is related to the actual workforce utilized on the Resultant Agreement(s). When separation cannot be made, then each such Successful Bidder and/or its subcontractor(s) shall submit the workforce employment utilization report and indicate that the information provided is such Successful Bidder’s and/or its subcontractor(s)’ total workforce during the subject time frame, not limited to work specifically under its Resultant Agreement.

6.5 COMPLIANCE – GENERAL

Separate forms, plans, reports, etc., as indicated in this Section VI, shall be completed by each Bidder and Successful Bidder, as indicated, as well as any subcontractor of each such Successful Bidder who will be performing work under a Resultant Agreement. Failure by any Bidder to comply with the applicable requirements for Bid Responses as set forth in this Section VI may result in such Bidder being found non-responsive as determined by Roswell Park, in its sole discretion. Failure by any Successful Bidder to comply with the requirements set forth in this Section VI will be considered a breach of contract.

RFP # 27-23 22

SECTION VII – RFP ATTACHMENTS

1. BID PROPOSAL FORM

2. NON-COLLUSION AFFIDAVIT

3. DISCLOSURE FORM

4. SAMPLE SERVICES AGREEMENT

5. ROSWELL PARK POLICIES

6. MWBE 100 – EEO POLICY STATEMENT

7. MWBE 101 - STAFFING PLAN

September 9, 2026

BID PROPOSAL FORM

Request for Proposal Number: 27-23 Request for Proposal Title: Term Contract for Security Services Request for Proposal Date: September 30, 2026

This Bid Proposal Form (the “Bid Proposal”), dated as of the date listed on the last page of this Bid Proposal, is prepared for Roswell Park Cancer Institute Corporation d/b/a Roswell Park Comprehensive Cancer Center (“Roswell Park”), by the bidder identified on the last page of this Bid Proposal (the “Bidder”) in response to the above referenced Request for Proposal (the “RFP”). Any defined terms in the RFP shall have the same respective meanings in this Bid Proposal. In compliance with and subject to the RFP, the Bidder hereby submits the following to Roswell Park:

1.0 Addenda. The following Addenda is/are hereby incorporated herein by reference (All Addenda issued by RPCI must be listed below – if no Addenda was issued by RPCI, state “None”):

Addendum Number Date of Addendum

2.0 Bidder’s Information. The following is general information regarding the Bidder’s business:

Question Bidder’s Response Full Legal Name:

Year Founded/Established:

Address:

City, State, Zip Code:

Contact Information: Name:

Title:

Phone: ( ) - , Ext.

Fax: ( ) - Email:

Type of Business (Check All That Apply):

Corporation Limited Liability Company Partnership *Certified NYS MBE *Certified NYS WBE *Certified NYS SDVOB *Certified NYS SBE Other (Specify):

*If the Bidder has checked a box above indicated with an

BID PROPOSAL FORM

asterisk, the Bidder must attach a copy of its associated Certification.

State of Incorporation (If Applicable):

Federal Tax ID Number:

NYSDOL Contractor Registration Number:

Dun & Bradstreet Number (If Applicable):

Brief Description of the Bidder’s Business:

3.0 Provide the total number of Guards/Watchmen on staff who meet the training requirements identified in Section II of the RFP.

4.0 Markup. The Bidder…